Complete the leaver checklist for a departing colleague

Purpose

This Procedure makes sure that people start with the access and equipment their role needs, keep only what a new role needs, and lose all access when they leave.

Scope

It applies to every employee, contractor, and intern of Tidewell IT, and to every account, device, badge, and piece of equipment issued to them.

Roles

• HR Lead: owns this Procedure and tells the Service Desk about every start, move, and departure.
• Service Desk Lead: prepares and withdraws accounts and equipment.
• Line manager: confirms the access the person needs and receives the returned equipment.
• ISMS Manager: receives the completed checklists as part of the internal checks.

Procedure

Joiners

1. The HR Lead notifies the Service Desk at least 5 working days before the start date, with the role, the line manager, and the start date.
2. Screening and the signed confidentiality agreement are finished before any access is granted.
3. The Service Desk prepares accounts from the role template, issues the laptop and badge, and enables multi-factor authentication. Everything is ready on day one.
4. The HR Lead books the induction awareness session so that it takes place in the first 2 weeks.

Movers

1. The HR Lead notifies the Service Desk when a person changes role, with the date of the change.
2. The Service Desk grants the access of the new role. Access that the new role does not need is removed within 5 working days.
3. The line manager confirms the new access in the ticket, and the Access Request and Review Procedure applies to any extra access.

Leavers

1. The HR Lead notifies the Service Desk as soon as the leaving date is known.
2. All access ends by the end of the leaver's last working day. The Service Desk disables the accounts, removes the multi-factor devices, withdraws the badge, and revokes access to customer environments.
3. The leaver returns the laptop, phone, badge, and any other equipment to the line manager, who hands it to the Service Desk. The Service Desk wipes the devices before reuse.
4. Shared secrets that the leaver knew are changed.

Completion

1. For every joiner, mover, and leaver the Service Desk completes a checklist that records each step and its date.
2. The HR Lead files the completed checklist as Evidence on the Task of the case.

Records

• The notification to the Service Desk and the ticket of the case.
• The completed checklist.
• The record of returned equipment and of the wipe.

Related documents

• Human Resources Security Policy
• Access Control Policy
• Access Request and Review Procedure
• Security Awareness and Training Procedure

Review

The HR Lead reviews this Procedure at least once a year and after a significant change, together with the Service Desk Lead.